Issue

The purpose and structure of this Key Decision Document (KDD) for the Permit to Work solution serves as a comprehensive guide outlining critical decisions, considerations, and recommendations essential to the implementation and management of the Permit to Work solution. Firstly, the document aims to clarify the rationale behind exploring and evaluating different digital permit-to-work systems in comparison to the existing paper-based system. It highlights the benefits and drawbacks of each solution, including factors such as efficiency, accuracy, safety, and compliance. Secondly, it delineates the structure of the KDD, typically comprising sections like Overview & Background, Design Options & Recommendation, Business Rules, Business & Project Impacts. Each section serves a distinct purpose, ranging from providing background information to outlining recommendations and assessing potential impacts. Overall, the purpose and structure of the KDD ensure clarity, transparency, and accountability throughout the process of adopting and utilising work permits within Syensqo.

Decision

Background & Context

Syenqo’s Permit to Work solution has been established to comply with safety regulations and standards known as “Life Saving Rules” by ensuring that proper precautions are taken before maintenance activities begin. 

Permit to work systems facilitate risk management by identifying potential hazards associated with maintenance tasks and implementing control measures to mitigate risks. By requiring approval from authorised personnel before work begins, Syensqo can assess the risks involved and implement appropriate safety protocols.

Approval is required from authorised personnel to ensure that the necessary checks and verifications have been performed before work commences, reducing the likelihood of errors or oversights.

The Permit to work solutions serves as an essential tool for promoting safety, managing risks, ensuring compliance, optimising operations and enhancing accountability within asset maintenance.

As-Is Summary  

Currently, Permits to Work within Syensqo are managed manually, presenting challenges such as errors, incorrect information, and jeopardised maintenance activities due to reliance on paper-based processes. Thousands of permits are handled monthly, with most sites operating entirely offline, while some attach risk assessments to facilitate manual permits based on risk identification. However, one site, Tavaux, is on the verge of initiating a trial for a digital solution named E-Work Permit.

Opportunities 

Standardizing the permit-to-work process across Syensqo promises numerous benefits, including ensuring consistency in safety practices, adhering to regulatory requirements, and enhancing overall efficiency and effectiveness.

The upcoming integration of S/4HANA brings about opportunities for Syensqo with the introduction of new functionality through the WCM module, digitally overseeing the management of Work Permits.

Assumptions

Utilising the Permit to Work feature within the S/4HANA Work Clearance Management (WCM) module necessitates SAP S/4HANA 2023 FPS01.

Constraints

Impacts

Implementing S/4HANA Work Clearance Management (WCM) permit to work as part of the ERP Build Project will have various business and project impacts

SAP Modules: Integration with other SAP modules, such as Production Planning (PP) and Environment, Health, and Safety (EHS), may be necessary to ensure seamless data flow and process integration across the organisation.

Languages: Multilingual will be required to accommodate users in different regions with diverse language preferences. 

Automation: S/4HANA WCM enables automation of permit management processes, reducing manual intervention and streamlining workflows. Automation features, such as auto-approval rules, notifications, and alerts, enhance efficiency, compliance, and productivity.

In-flight Projects: The implementation of S/4HANA WCM may impact the ongoing Star Factory e-Work Permit project. Proper change management and project coordination are essential to minimise disruptions.

Business Rules

Currently, no specific business rules have been identified. Further updates may be determined during the detailed design phase.

Options considered

Option A: Shera - Permit to Work

Shera's Permit to Work Software offers a comprehensive range of functionality designed to streamline permit management processes, enhance safety compliance, and optimise operational efficiency.

Option B: S/4HANA - WCM – Permit to Work

S/4HANA's Work Clearance Management (WCM) module, including the Permit to Work (PTW) software component, offers a robust set of functionalities designed to facilitate safe and efficient work execution. 

Option C: Paper-Based Permit to Work

Syensqo has relied on a paper-based permit to work solution across their plants worldwide. This approach has served Syensqo well over the years, providing a familiar and straightforward method for managing permits, authorizations, and safety procedures in various work environments.  

Evaluation

The decision matrix provided below offers a structured approach to evaluating and comparing three options for permit to work software: Option 1 - Shera, Option 2 - S/4HANA WCM, and Option 3 - Paper-Based. Each option is assessed based on various criteria, including compliance and regulatory adherence, mobility, real-time monitoring, user experience, integration, scalability, efficiency, traceability, cost, and change management. These criteria are assigned weights (on a scale of 1 to 10) based on their relative importance to the decision-making process. For each option, ratings are assigned to indicate how well it meets each criterion. The ratings are then multiplied by the corresponding weights, and the weighted scores are summed up to calculate the total score for each option.

Based on the comprehensive evaluation using the decision matrix provided, Option 2 - S/4HANA WCM emerges as the recommended choice for the Permit to Work software.

While all options have their merits and drawbacks, Option 2 demonstrates the highest total score of 543, indicating its overall alignment with the specified criteria and weighted priorities. S/4HANA WCM offers robust features such as integration with maintenance processes, tools for risk assessment, real-time monitoring capabilities, standardised permit templates, and mobility via mobile devices. These functionalities contribute to improved safety compliance, efficiency, and traceability in permit management processes.

Though Option 1 - Shera also performs well, scoring 515 points. Shera's Permit to Work Software provides notable benefits such as improved safety compliance, customizable permit templates, risk assessment tools, real-time monitoring, and mobility features. However, concerns regarding integration complexity and cost implications may impact its overall.

In contrast, Option 3 - Paper-Based, while presenting some advantages such as minimal technical complexity, low cost, and familiarity with existing processes, scores significantly lower at 363 points. This score reflects the inherent limitations of paper-based systems in terms of compliance, real-time monitoring, user experience, and efficiency, which may hinder operational effectiveness and safety compliance in the long run.

See also

The following section describes relevant documentation:

Business Definitions (Glossary)

Change log

Workflow history